Employee Expense Reporting
Snap a photo on your phone. AI does the rest. Expenses approved and synced to Spire in minutes.
Expense Reports Made Effortless
Gathering employee expenses can be like herding cats. Ingrid ends time-consuming expense reports that your employees hate to do and your admin staff hate to process.
Along the way:
- Ingrid watches every expense and gives you a fast, intelligent approval process that prevents errors and controls employee spend
- All your employees have to do is take a photo of their receipts on their phone or drag and drop expenses they get from the web or email.
- Ingrid extracts all the data, analyzes it for acceptance, provides strong categorization and explanation while it creates an accounting-ready expense submission for instant entry into Spire.
- Stakeholders approve qualified expenses through an intelligent dashboard or mobile application, making expense control fast, efficient, and intelligent, all with NO data entry.
See Ingrid in Action
AI-powered expense management with smart approvals. Watch receipts transform into organized expenses instantly.
View on desktop for full interactive demo
Expenses
| Date | Vendor | Category | Amount | Status | AI | Actions |
|---|---|---|---|---|---|---|
| 2024-10-20 | Office Depot | SUPPLIES | $234.56 | Approved | 98% | |
| 2024-10-19 | Hilton Hotel | LODGING | $450.00 | Submitted | 95% | |
| 2024-10-18 | Uber | TRAVEL | $45.30 | Submitted | 99% | |
| 2024-10-17 | Starbucks | MEALS | $12.75 | Info Requested | 92% | |
| 2024-10-16 | Amazon Business | EQUIPMENT | $1250.00 | Draft | 96% |
Office Depot
Office supplies for Q4 project
Processed in 1.2s
Details
Line Items4
AI-Powered Extraction
Upload receipt → Instant expense with 98% accuracy
Smart Approvals
AI-powered insights with one-click approve/reject
Smart AI
Ingrid learns from your patterns and suggests improvements
Lightning Fast
Built on Cloudflare's edge network for instant response times
Bank-Level Security
Enterprise-grade security without the complexity
Key Benefits
Easy Submission For Employees
Employees can snap a photo of a receipt on their phone while on the road and Ingrid extracts all the required data and prompts for an appropriate explanation by voice to text. Click the submit button and it's DONE! No more lost receipts and time spent filling out expense reports.
Approval System with Escalations
Ingrid's Approval Dashboard makes controlling expenses automated, fast, easy, and powerful. Route expenses to the right stakeholder automatically. Escalate when needed. Communicate with employees for clarification of expenses directly from the app.
AI Anomaly Detection
Prevent duplicate expense submissions, flag inappropriate expenses, and detect unusual spending patterns automatically.
Easy Processing for AP
Dashboard shows all pending expenses. Approve with one click. Expenses sync to Spire automatically with source documents attached.
How It Works
Employee Takes a Photo
An employee has lunch with a client and gets a receipt for $47.82 from the restaurant. They open the Ask Ingrid mobile app, take a photo of the receipt, answer any required questions to explain the expense, and submit. Ingrid extracts:
- Merchant: Restaurant Name
- Amount: $47.82
- Date: October 28, 2025
- Category: Business Meal (auto-detected)
- Explanation: Took Fred from ABC Company for lunch to plan next year's spend with us
Approval Process with Escalations
The expense is routed to the employee's manager for approval. If the amount exceeds policy limits (e.g., meals over $50), it's automatically escalated to a decision maker. Approvers can communicate with the employee directly in the app to ask for clarification or additional details. Expenses are approved or denied with one click.
AP Processing & Sync to Spire
Once approved, the expense appears in the AP dashboard. The AP team reviews it and processes it with one click. The expense is automatically entered into the employee's AP account in Spire, with the receipt attached to the ledger entry. The employee can see their running total of expenses owing, and history of past expenses by month.
Budget Management & Controls
If an employee has a budget for certain expenses (e.g., $500/month for office supplies), Ask Ingrid to track spend and remaining budget automatically. The dashboard shows how much is left. Budget overruns trigger alerts and require additional approval.
AI Fraud & Error Prevention
Ask Ingrid to protect your business from inappropriate expenses and fraud:
- Duplicate detection: Prevents employees from submitting the same expense twice (accidentally or intentionally)
- Anomaly detection: Flags unusual spending patterns or amounts that fall outside normal ranges
- Policy enforcement: Automatically checks expenses against company policies and flags violations
- Pattern analysis: Learns what's normal for each employee and department to identify outliers
Accurate Detailed Expense Analysis
Ask Ingrid to capture line-item details that go beyond what's entered into Spire. This means you can analyze spending patterns with unprecedented granularity:
- Track spending by merchant, category, employee, department, or project
- See trends over time (monthly, quarterly, yearly comparisons)
- Identify top spenders and highest expense categories
- Track denied expenses and policy violations for compliance reporting
Available on Mobile & Desktop
Access this feature on any device through our Progressive Web App (PWA). Works seamlessly on smartphones, tablets, and desktop computers.
Employees submit expenses from their phone. Managers approve from anywhere. Real-time sync across all devices.
Key Highlights
- Easy expense submission for employees—snap a photo and done
- Easy processing for AP personnel—approve and sync with one click
- Approval system with escalations and direct communication
- AI control to prevent inappropriate expenses, duplicates, and fraud
- Budget tracking for expense categories with automatic alerts
- Detailed analytics for spending patterns and trends
- Dashboard showing expenses owing, history, and status
Customization Available
Employee Expense Reporting is designed to fit the requirements of most companies. However, if you have a unique requirement that our system doesn't accommodate, this module can be quickly and affordably customized to meet your specific needs. Our AI-driven development process ensures fast, efficient implementation tailored to your business.
Download Product Brochure
Download our detailed product brochure for a comprehensive overview of Employee Expense Reporting features, benefits, and implementation details.
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See how Ingrid makes expense reporting effortless for employees and AP teams.